"University Events Specialist"

University Events Specialist

Company: Auburn University

Job Location: Auburn University, 36849-5207

Category: Conference and Events Administration

Type: Full-Time

Requisition Number: S5046P

Home Org Name: Special Events

Division Name: Office of the President

Job Class Code: OC65

Appointment Status: Full-time

Limited Term: No

Job Summary

The Office of Special Events is accepting applications for the position of University Events Specialist. This position supports the planning and coordination of events hosted by the President of Auburn University and the Board of Trustees. Working as part of the Office of Special Events, this position assists in delivering exceptional experiences for distinguished guests, donors, alumni, and other key stakeholders. The Specialist contributes to event preparation, logistics, and on-site execution, ensuring each program reflects the University's standards of excellence. Under the guidance of senior staff, the Specialist collaborates across campus partners and vendors to achieve event goals in a professional, organized, and detail-oriented manner. This role requires strong communication, organization, and problem-solving skills, as well as the flexibility to work evenings and weekends in support of high-profile University events.

Essential Functions

• Assists and administers special events, projects, and programs for the Office of Special Events. Collaborates with University colleagues to execute the development, planning, and support of events and experiences to meet Auburn University's strategic goals. Supports and ensures special projects and programs are implemented and operating within specifications.
• Assists with planning and organizing events, including activities such as selecting speakers, negotiating contractual obligations for resources, set-up, and logistical considerations. Leads and supports the execution of events, including, but not limited to, reunions, tailgates, awards ceremonies, professional development training, board of directors' meetings, and other internal and external experiences.
• Responsible for monitoring expenditures and adherence to budgets for programs and services. Responsible for transaction reconciliation, reimbursement accuracy, budget status reporting, and in-house budget training. Completes daily operational duties for programs or events to include coordination and organization of activities, meetings, and events, including coordinating the speakers and vendors, reservation of venues, and budget monitoring.
• Monitors and manages event RSVPs and attendance lists, ensuring all guest responses are accurately tracked and entered into the appropriate systems. Provides regular updates to event leadership and planning teams to inform strategic decisions related to event logistics, guest experience, and engagement opportunities. Exercises sound judgment and discretion when handling sensitive and confidential information related to donors, students, volunteers, and university officials.
• Completes daily operational duties for events to include coordination and organization of set-up, vendors, deliveries, breakdown, etc., ensuring the event operates without disruption.
• Maintains and strengthens beneficial relationships and identifies opportunities for meaningful collaboration within and across the university. Serves as primary contact and subject matter expert for the person or organization they represent.
• Leads, trains and oversees the work of student employees in the setup and implementation of events, ensuring timely setup and takedown to support operational efficiency.
• Provides protocol consulting services for university colleagues as requested.

Why Work at Auburn?

• Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
• Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
• We're Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
• Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
• A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.

Ready to lead and shape the future of higher education? Apply today! War Eagle!

Minimum Qualifications

Bachelor's degree from an accredited institution and 2 years of experience in event or program coordination or management.

Minimum Skills and Abilities

Critical Thinking & Judgment

Ability to make sound decisions under pressure.
Strong problem-solving skills to handle shifting priorities and tight timelines.
Discretion when managing sensitive information.

Organizational & Time Management

Exceptional ability to prioritize tasks and manage multiple projects simultaneously.
Flexibility to adapt to after-hours event demands and last-minute changes.

Facility & Operations Management

Knowledge of facility maintenance standards and ability to conduct inspections.
Understanding of cleaning protocols and repair coordination.

Inventory & Asset Management

Skills in tracking, auditing, and maintaining equipment inventories.
Ability to implement preventive maintenance and ensure event assets are in optimal condition.

Contract & Vendor Management

Competence in preparing, reviewing, and managing vendor contracts.
Negotiation skills to ensure accuracy and timely delivery of goods and services.

Communication & Collaboration

Strong verbal and written communication skills for coordinating with stakeholders.
Ability to build relationships across departments and with external vendors.

Technical & Administrative Skills

Proficiency in event management systems and inventory tracking tools.
Budget monitoring and reporting capabilities.

Desired Qualifications

Experience in a complex organization and supervisor experience preferred.

Salary Range: $47,660-$76,250

Job Category: Communications/Public Relations/Marketing

City position is located in: Auburn

State position is located: Alabama

Equal Opportunity Compliance Statement

It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. Please visit their website to learn more.

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